Positive identification and bulk addition of custodians to a case within an electronic discovery system

ABSTRACT

Embodiments of the invention relate to systems, methods, and computer program products for improved electronic discovery. More specifically, embodiments relate to providing positive identification of individuals for addition, as custodians, to cases or matters within an electronic discovery system. The identification is performed simultaneously, in bulk, using disparate information related to the individuals. In this regard, individuals can be positively identified through one specific identification procedure, without having to search multiple databases to verify the identity of an individual/custodian. In addition to positively identifying custodians, the present invention provides for adding the identified custodians, simultaneously, in bulk, to a case or matter and, in some embodiments, uploading or otherwise transferring custodian profile data to the case management system/database, as need be.

CLAIM OF PRIORITY UNDER 35 U.S.C. §119

The present application for patent claims priority to ProvisionalApplication No. 61/164,276 entitled “Electronic Discovery System” filedMar. 27, 2009, and assigned to the assignee hereof and hereby expresslyincorporated by reference herein.

FIELD

In general, embodiments of the invention relate to methods, systems,apparatus and computer program products for electronic discovery and,more particularly, identifying and adding custodians in bulk to a caseor matter within an electronic discovery system.

BACKGROUND

Electronic discovery, commonly referred to as e-discovery, refers to anyprocess in which electronic data is sought, located, secured andsearched with the intent of using it as evidence in a legal proceeding,an audit, a securities investigation, a forensics investigation or thelike. E-discovery can be carried out offline on a particular computer orit can be accomplished in a network environment.

The nature of digital data makes it extremely well-suited forinvestigation. In particular, digital data can be electronicallysearched with ease, whereas paper documents must be scrutinizedmanually. Furthermore, digital data is difficult or impossible tocompletely destroy, particularly if the data is stored in a networkenvironment. This is because the data appears on multiple hard drives,and because digital files, even if deleted, generally can be undeleted.In fact, the only reliable means of destroying digital data is tophysically destroy any and all hard drives where it is stored.

In the process of electronic discovery, data of all types can serve asevidence. This can include text, image, calendar event data, databases,spreadsheets, audio files, multimedia files, web sites and computerprograms. Electronic mail (i.e., e-mail) can be an especially valuablesource of evidence in civil or criminal litigation, because people areoften less careful in these exchanges than in hard copy correspondencesuch as written memos or postal letters.

E-discovery is an evolving field that goes far beyond mere technology.It gives rise to multiple issues, many of which have yet to be resolved.For example, identifying data required to satisfy a given discoveryrequest, locating the appropriate set of data that has been identified,and retrieving the data once it has been identified and located all poseproblems in and of themselves. This is especially evident if the datathat is being identified, located and retrieved comes from an evolvingor disparate enterprise, such as a corporation that has experiencedmergers, acquisitions, downsizing and the like. Mergers and acquisitionsmean that the technology infrastructure across the enterprise may vary,at least in the interim. However, e-discovery must be able locate andretrieve data from these disparate technology infrastructure in a timelyfashion, sometimes within days of when the merger/acquisition occurs.

In addition to identifying, locating and retrieving digital data, themost critical part of any electronic discovery is the preservation ofdata, which involves maintaining an original source copy and storing itfor preservation purposes or furthering processing. This too becomes adaunting task for the enterprise system that encompasses a myriad ofdifferent technology infrastructures and the like. Therefore, a needexists to improve the identification, location, retrieval andpreservation processes, especially in instances in which the enterprisesystem includes disparate technology infrastructures and the like.

As previously noted, e-discovery, as opposed as conventional discoveryof printed materials, provides for the ability to filter or search thedata so as to reduce the volume of data to only that which is relevantto the request. Such searching is typically accomplished by determininga specific date range for the request, providing key words relevant tothe case and the like. Improvements in the area of searching are greatlyin need to further add efficiency to the overall e-discovery process.

Once data has been retrieved, preserved and, in some instances, searchedthe electronic data may be reviewed by the requesting entry, such as alaw firm, securities commission or the like. While large requests aregenerally suited for online review, the manner in which the data ispresented for review adds efficiency to the review process andultimately drives the cost of the review process. Therefore,improvements in the manner in which data is presented for review arealso desirable as a means of increasing efficiency and reducing costs.

Lastly, once the digital data has been reviewed, data identified asrelevant may need to be produced in a tangible format for furtheranalysis or legal evidentiary purposes. The produced documents must beproperly identified and include necessary redactions and confidentialitymarkings.

Up until now, e-discovery management has been conducted on acase-by-case basis, meaning all tasking and workflow related to thee-discovery is based at the case level. Such management does not allowfor finer granularity in the management of a case or for links to existbetween different cases for the purpose of leveraging the e-discoveryrelated to one case to another new or pre-existing case. Therefore, aneed exists to improve the manner in which cases are managed and, inparticular, how tasking and workflow are managed depending on caserequirements and the like.

One specific problem associated with electronic discovery is theidentification and timely addition of individuals, referred to herein ascustodians, that need to added to a case or a matter. A custodian is anindividual that possesses information, in particular electronic data,such as e-mails, documents and the like, relevant to an assigned case ormatter and, therefore, collection of the data from the custodian isnecessary. However, in many instance the electronic discovery associateis provided with a plethora of disparate information pertaining toindividuals who may require addition, as custodians, to a case ormatter. This information may include, but is not limited to, firstnames, last names, email addresses, telephone numbers, employee numbersand the like. If the e-discovery associate is not in possession withenough information to positively identify an individual as theindividual that requires addition to the case or matter, the e-discoveryassociate is tasked with searching various databases or the like, eithermanually or electronically, to confirm the identity of an individual andto gather the requisite information needed to add the individual, as acustodian, to the case or matter. Such searching is a time-consumingendeavor that is exasperated when a multitude of individuals requireaddition to a case or matter

Therefore, a need exists to be able to positively identify individualsfor addition, as custodians, to cases or matters within an electronicdiscovery system. The desired solution should provided for performingthe identification in bulk, such that a large number of individuals canbe simultaneously identified without having to perform separatesearches. In addition, once a plurality of individuals have beenpositively identified as the individuals that require addition, ascustodians, to the case or matter, a need exists to add theseindividuals, in unison, to the case or matter, as a means of providingfurther efficiency to the overall case management process. Additionally,a need exists to define the added custodians as a group and toautomatically perform certain e-discovery activities based on adding thegroup of custodians to the case.

SUMMARY

The following presents a simplified summary of one or more embodimentsin order to provide a basic understanding of such embodiments. Thissummary is not an extensive overview of all contemplated embodiments,and is intended to neither identify key or critical elements of allembodiments, nor delineate the scope of any or all embodiments. Its solepurpose is to present some concepts of one or more embodiments in asimplified form as a prelude to the more detailed description that ispresented later.

Embodiments of the present invention relate to systems, apparatus,methods, and computer program products for electronic discovery and, inparticular, providing positive identification of individuals foraddition, as custodians, to cases or matters within an electronicdiscovery system. The identification is performed simultaneously, inbulk, using disparate information related to the individuals. In thisregard, individuals can be positively identified through one specificidentification procedure, without having to search multiple databases toverify the identity of an individual/custodian. In addition topositively identifying custodians, the present invention provides foradding the identified custodians, simultaneously, in bulk, to a case ormatter and, in some embodiments, uploading or otherwise transferringcustodian profile data to the case management system/database, as needbe. Additionally, embodiments of the present invention provide forconfiguring the system to perform automated e-discovery activities, suchas communicating preservation notices, collecting data or the like, onthe group of custodians based on their addition to the case.

A method for adding, in unison, a plurality of custodians to anelectronic discovery case provides for specific embodiments of theinvention. The method includes receiving, at a computing device, aplurality of identifying data items. Each of the plurality ofidentifying data items is associated with one of a plurality ofindividuals potentially requiring addition to a case within theelectronic discovery system. The identifying data items may include, butare not limited to, a first name, a last name, an electronic mail(e-mail) address, an employee number, a first name, a last name, anoperating system account number or the like. The method further includesaccessing, via a computing device processor, a database, such as aUnified Directory or the like, within the electronic discovery system.The database stores data associated with the custodians in theelectronic discovery system. Further, the method includes determining,via a computing device processor, matches between the plurality ofidentifying data items and the data associated with the custodians andpresenting, at a computing devices, for each of the determined matches,custodian profiles that include at least a portion of the dataassociated with the custodian. Additionally, the method includesreceiving, at a computing device, a first user input configured to add,in unison, a plurality of custodians to a case based on the presentedcustodian profiles.

According to specific embodiments, the method further includesinputting, via a computing device processor, at least a portion of thedata associated with the custodian into the case management system,wherein the input occurs automatically based on receipt of the firstuser input that adds the plurality of custodians to the case.

According to further specific embodiments, the method further includesreceiving, at a computing device, a second user input configured toinitiate an electronic discovery activity on the plurality of custodiansadded to the case and initiating, via a computing device processor, theelectronic discovery activity on the plurality of custodians added tothe case. The electronic discovery activity may be communication of apreservation notice to all or a portion of the custodians added to thecase(s) and/or collection of data from devices associated with all or aportion of the custodians added to the case.

In specific embodiments of the method, determining matches includesdetermining more than one match between one of the identifying dataitems and the data associated with the custodians. For example, if theidentifying data item is a first or last name, the database is likely toinclude more than one match for the name. Conversely, if the identifyingdata item is an employee number the database is likely to include asingle match for the employee number. In such embodiments the method mayfurther include receiving, at a computing device, a second user inputthat selects one of the custodian profiles for inclusion in theplurality of custodians to be added to the case. The secondinput/selection is based on the determination of more than one matchbetween at least one of the identifying data items and the dataassociated with the custodians.

An apparatus for adding, in unison, a plurality custodians to anelectronic discovery case defines further embodiments of the invention.The apparatus includes a computing platform including at least oneprocessor and a memory. The apparatus further includes a bulk custodianentry application that is stored in the memory and executable by the atleast one processor. The bulk custodian entry application includes afirst user interface configured to receive a plurality of identifyingdata items. Each of the plurality of identifying data items isassociated with one of a plurality of individuals potentially requiringaddition to a case within the electronic discovery system. Theidentifying data items, may include, but are not limited to, a firstname, a last name, an email address, an employee number, an operatingsystem account number or the like.

The apparatus additionally includes a custodian match routine configuredto access a database within the electronic discovery system, such as aUnified Directory or the like, which stores data associated withcustodians, and determine matches between the plurality of identifyingdata items and the data associated with the custodians. Additionally,the apparatus includes a second user interface configured to present,for each of the determined matches, custodian profiles that include atleast a portion of the data associated with the custodian and receive afirst user input configured to add, in unison, a plurality of custodiansto a case based on the presented custodian profiles.

In specific embodiments of the apparatus, the bulk custodian entryapplication further includes a custodian data upload routine configuredto automatically upload at least a portion of the data associated withthe custodian into a case in the case management system. The automaticupload/entry is based on receipt of the first user input that adds theplurality of custodians to the case.

In further specific embodiments the apparatus includes a preservationnotice application stored in the memory, executable by the processor,and configured to receive a second user input operable to initiatecommunication of a preservation notice to each of the plurality ofcustodians added to the case. The preservation notice applicationincludes a preservation notice routine configured to initiate thecommunication of the preservation notice to the plurality of custodiansbased on the second input.

In other specific embodiments the apparatus includes a data collectionapplication stored in the memory, executable by the processor, andconfigured to receive a second user input operable to initiatecollection of data from devices associated with each of the plurality ofcustodians added to the case. The data collection application includes adata collection routine configured to initiate collection of data fromthe devices associated with each of the plurality of custodians based onthe second input.

In specific embodiments of the apparatus, the custodian match routine isfurther configured to determine more than one match between one of theidentifying data items and the data associated with the custodians. Insuch embodiments, the second user interface is further configured toreceive a second user input that selects one of the custodian profilesfor inclusion in the plurality of custodians to be added to the case.The second user input/selection is based on the determination of morethan one match between at least one of the identifying data items andthe data associated with the custodians.

A computer program product that includes a computer-readable mediumdefines a further embodiment of the invention. The computer-readablemedium includes a first set of codes for causing a computer to receive aplurality of identifying data items. Each of the plurality ofidentifying data items are associated with one of a plurality ofindividuals potentially requiring addition to a case within theelectronic discovery system. The computer-readable medium additionallyincludes a second set of codes for causing a computer to access adatabase, such as a Unified Directory or the like, within the electronicdiscovery system. The database stores data associated with custodians inthe electronic discovery system. In addition, the computer-readablemedium includes a third set of codes for causing a computer to determinematches between the plurality of identifying data items and the dataassociated with the custodians and a fourth set of codes for causing acomputer to present, for each of the determined matches, custodianprofiles that include at least a portion of the data associated with thecustodian. Moreover, the computer-readable medium includes a fifth setof codes for causing a computer to receive a first user input configuredto add, in unison, a plurality of custodians to a case based on thepresented custodian profiles.

Thus, further details are provided below for systems, apparatus, methodsand computer program products for positive identification of individualsfor addition, as custodians, to cases or matters within an electronicdiscovery system and for the addition, in bulk, of identified custodiansto the cases or matters. By performing positive identification ofmultiple individuals via one specific identification procedure, withouthaving to search multiple databases to verify the identity of anindividual/custodian, the present invention adds efficiency to thee-discovery process. In addition to positively identifying custodians,the present invention provides for adding the identified custodians,simultaneously, in bulk, to a case or matter and, in some embodiments,uploading or otherwise transferring custodian profile data to the casemanagement system/database, as need be.

To the accomplishment of the foregoing and related ends, the one or moreembodiments comprise the features hereinafter fully described andparticularly pointed out in the claims. The following description andthe annexed drawings set forth in detail certain illustrative featuresof the one or more embodiments. These features are indicative, however,of but a few of the various ways in which the principles of variousembodiments may be employed, and this description is intended to includeall such embodiments and their equivalents.

BRIEF DESCRIPTION OF THE DRAWINGS

Having thus described embodiments of the invention in general terms,reference will now be made to the accompanying drawings, which are notnecessarily drawn to scale, and wherein:

FIG. 1 is schematic diagram of an apparatus configured for determiningcost estimates for an electronic discovery request, in accordance withembodiments of the present invention;

FIG. 2 is a more detailed block diagram of an apparatus configured fordetermining initial and dynamic cost estimated for an electronicdiscovery request, in accordance with embodiments of the presentinvention;

FIG. 3 is a flow diagram of a method for determining an initial costestimate for an electronic discovery request, in accordance withembodiments of the present invention;

FIG. 4 is a block diagram of an enterprise-wide electronic discoverysystem highlighting computing device monitoring, in accordance withembodiments of the present invention;

FIG. 5 is a block diagram of an electronic discovery manager server, inaccordance with embodiments of the present invention;

FIG. 6 is a block diagram of a database server in an electronicdiscovery system, in accordance with an embodiment of the presentinvention;

FIG. 7 is a block diagram of a collection server in an electronicdiscovery system, in accordance with an embodiment of the presentinvention;

FIG. 8 is block diagram illustrating electronic discovery managementstructure, in accordance with an embodiment of the invention;

FIG. 9 is a flow diagram of a method for initiating a case or matterincluding creating search terms, creating and sending preservationnotices, sending reminder notices and creating and sending surveys tocustodians, in accordance with embodiments of the present invention;

FIG. 10 is a flow diagram of a method for custodian management in anelectronic discovery system, in accordance with an embodiment of thepresent invention; and

FIGS. 11 and 12 are flow diagrams of methods for harvesting differentdata types in an electronic discovery system, in accordance with anembodiment of the present invention.

DETAILED DESCRIPTION OF EMBODIMENTS OF THE INVENTION

Embodiments of the present invention now may be described more fullyhereinafter with reference to the accompanying drawings, in which some,but not all, embodiments of the invention are shown. Indeed, theinvention may be embodied in many different forms and should not beconstrued as limited to the embodiments set forth herein; rather, theseembodiments are provided so that this disclosure may satisfy applicablelegal requirements. Like numbers refer to like elements throughout.

As may be appreciated by one of skill in the art, the present inventionmay be embodied as a method, system, computer program product, or acombination of the foregoing. Accordingly, the present invention maytake the form of an entirely software embodiment (including firmware,resident software, micro-code, etc.) or an embodiment combining softwareand hardware aspects that may generally be referred to herein as a“system.” Furthermore, embodiments of the present invention may take theform of a computer program product on a computer-readable medium havingcomputer-usable program code embodied in the medium.

Any suitable computer-readable medium may be utilized. Thecomputer-readable medium may be, for example but not limited to, anelectronic, magnetic, optical, electromagnetic, infrared, orsemiconductor system, apparatus, device, or propagation medium. Morespecific examples of the computer readable medium include, but are notlimited to, the following: an electrical connection having one or morewires; a tangible storage medium such as a portable computer diskette, ahard disk, a random access memory (RAM), a read-only memory (ROM), anerasable programmable read-only memory (EPROM or Flash memory), acompact disc read-only memory (CD-ROM), or other optical or magneticstorage device; or transmission media such as those supporting theInternet or an intranet. Note that the computer-readable medium couldeven be paper or another suitable medium upon which the program isprinted, as the program can be electronically captured, via, forinstance, optical scanning of the paper or other medium, then compiled,interpreted, or otherwise processed in a suitable manner, if necessary,and then stored in a computer memory.

Computer program code for carrying out operations of embodiments of thepresent invention may be written in an object oriented, scripted orunscripted programming language such as Java, Perl, Smalltalk, C++, orthe like. However, the computer program code for carrying out operationsof embodiments of the present invention may also be written inconventional procedural programming languages, such as the “C”programming language or similar programming languages.

Embodiments of the present invention are described below with referenceto flowchart illustrations and/or block diagrams of methods, apparatus(systems), and computer program products. It may be understood that eachblock of the flowchart illustrations and/or block diagrams, and/orcombinations of blocks in the flowchart illustrations and/or blockdiagrams, can be implemented by computer program instructions. Thesecomputer program instructions may be provided to a processor of ageneral purpose computer, special purpose computer, or otherprogrammable data processing apparatus to produce a machine, such thatthe instructions, which execute via the processor of the computer orother programmable data processing apparatus, create mechanisms forimplementing the functions/acts specified in the flowchart and/or blockdiagram block or blocks.

These computer program instructions may also be stored in acomputer-readable memory that can direct a computer or otherprogrammable data processing apparatus to function in a particularmanner, such that the instructions stored in the computer readablememory produce an article of manufacture including instruction meanswhich implement the function/act specified in the flowchart and/or blockdiagram block(s).

The computer program instructions may also be loaded onto a computer orother programmable data processing apparatus to cause a series ofoperational steps to be performed on the computer or other programmableapparatus to produce a computer-implemented process such that theinstructions which execute on the computer or other programmableapparatus provide steps for implementing the functions/acts specified inthe flowchart and/or block diagram block(s). Alternatively, computerprogram implemented steps or acts may be combined with operator or humanimplemented steps or acts in order to carry out an embodiment of theinvention.

Thus, apparatus, systems, methods and computer program products areherein disclosed that provide for positive identification of individualsrequiring addition, as custodians, to cases or matters within anelectronic discovery system. The identification is performedsimultaneously, in bulk, using disparate information related to theindividuals. In this regard, individuals can be positively identifiedthrough one specific identification procedure, without having to searchmultiple databases to verify the identity of an individual/custodian. Inaddition to positively identifying custodians, the present inventionprovides for adding the identified custodians, simultaneously, in bulk,to a case or matter and, in some embodiments, uploading or otherwisetransferring custodian profile data to the case managementsystem/database, as need be. Such bulk addition of custodians lessens,and in some instances eliminates, the need to add custodians to the caseon a one-by-one procedure. Additionally, embodiments of the presentinvention provide for configuring the system to perform automatede-discovery activities, such as communicating preservation notices,collecting data or the like, on the group of custodians based on theiraddition to the case.

FIG. 1 provides a schematic diagram of an apparatus 10 configured forproviding identification and addition of multiple custodians to a casein an electronic discovery (i.e., e-discovery) system; in accordancewith embodiments of the present invention. The apparatus 10, which maycomprise more than one computing device, includes a computing platform12 having at least one processor 14 and a memory 16. In specificembodiments of the invention the apparatus may take the form of anelectronic discovery manager server 110 as shown in and described inrelation to FIG. 4. The memory 16 of apparatus 10 stores bulk custodianentry application 18, which is executable by processor 14 and configuredto identify potential custodians and add custodians, in unison(otherwise referred to as “in bulk”), to a case/matter within anelectronic discovery system.

The bulk custodian entry application 18 includes first user interface 20that is configured to receive a plurality of identifying data items 22.Each of the identifying data items 22 is associated with one of aplurality of individuals potentially requiring addition to a case withinthe e-discovery system. In this regard, the identifying data items maybe a first name, a last name, an employee number, an email address, anoperating system account number, such as a Windows® identifier/accountnumber or the like or an other identifying data item that provides forsearchable criteria within an e-discovery system database 24, such as aunified directory database (122 of FIG. 4). For example, an identifyingdata item 22 may include a job code or job title, in which case, thebulk custodian entry application will return all of theindividuals/custodians in the e-discovery system having that particularjob code or job title. The identifying data items may be manuallyinputted by a user/operator or the identifying data items may beuploaded from an external database.

The bulk custodian entry application 18 additionally includes custodianmatch routine 26 that is configured to access a data base 24 within theelectronic discovery system, such as the unified directory database,which stores data associated with custodians 28. The custodian matchroutine 26 is further configured to determine data matches 30 betweenthe identifying data items 22 and the data associated with the dataassociated with the custodians 28 stored in database 24. It should benoted that in many instances more than one data match 30 may resultbased on the type of the identifying data item 22. For example if theidentifying data item 22 is a first or last name, it is highly likelythat multiple data matches 30 will exist between the first or last nameand the data associated with custodians 28 stored in the database 24.Conversely, if the identifying data item is an employee number, an emailaddress, or an operating system account number, the match determinationshould result in a single data match 30, or in some instances no match,between the identifying data item 22 and the data associated withcustodians 28 stored in the database 24.

Additionally, bulk custodian entry application 18 includes second userinterface 32 that is configured to present, for each of the determineddata matches 30, custodian profiles 34 that include a least a portion ofthe data associated with custodians 28. For example, the custodianprofile 34 may include, but is not limited to, a city, state ofresidence and/or employment, a job title, a job code, a telephone numberor the like. The information presented in the custodian profile 34provides the user/operator the ability to identify the individual as theindividual that they desire to add to the case within the electronicdiscovery system. Therefore, second user interface 32 is additionallyconfigured for a user/operator to select multiple custodian profiles 34from amongst the presented profiles and receive a user input that adds,in unison, the plurality of custodians 36 associated with the selectedcustodian profiles to a case/matter within the electronic discoverysystem. Thus, upon addition, the custodians 36 are linked to the case 38within the case management system 40 of the e-discovery system.

Referring to FIG. 2, shown is a more detailed block diagram of apparatus10, such as, for example, electronic discovery manager server 110embodied within an electronic discovery enterprise system (shown in FIG.4), according to embodiments of the present invention. The apparatus 110is configured to provide identification and bulk addition of custodiansto cases/matters within an e-discovery system. In addition to providinggreater detail, FIG. 2 highlights various alternate embodiments. Theapparatus 110 may include one or more of any type of computerizeddevice. The present apparatus and methods can accordingly be performedon any form of computing device.

The apparatus 10 includes computing platform 12 that can receive andexecute routines and applications. Computing platform 12 includes memory16, which may comprise volatile and non-volatile memory, such asread-only and/or random-access memory (RAM and ROM), EPROM, EEPROM,flash cards, or any memory common to computer platforms. Further, memory16 may include one or more flash memory cells, or may be any secondaryor tertiary storage device, such as magnetic media, optical media, tape,or soft or hard disk.

Further, computing platform 12 also includes processor 14, which may bean application-specific integrated circuit (“ASIC”), or other chipset,processor, logic circuit, or other data processing device. Processor 14or other processor such as ASIC may execute an application programminginterface (“API”) 42 that interfaces with any resident programs, such asbulk custodian entry application 18, data collection application 50,preservation notice application 52 or the like stored in the memory 16of the apparatus 110.

Processor 14 includes various processing subsystems 44 embodied inhardware, firmware, software, and combinations thereof, that enable thefunctionality of apparatus 110 and the operability of the apparatus on anetwork. For example, processing subsystems 44 allow for initiating andmaintaining communications and exchanging data with other networkeddevices. For the disclosed aspects, processing subsystems 44 ofprocessor 14 may include any subsystem used in conjunction with bulkcustodian entry application 18, data collection application 50,preservation notice application 52 or subcomponents or sub-modulesthereof.

Computer platform 12 additionally includes communications module 46embodied in hardware, firmware, software, and combinations thereof, thatenables communications among the various components of the apparatus110, as well as between the other devices in the electronic discoverysystem. Thus, communication module 46 may include the requisitehardware, firmware, software and/or combinations thereof forestablishing a network communication connection.

As previously noted, the memory 16 of computing platform 12 stores bulkcustodian entry application 18, which is executable by processor 14 andconfigured to identify potential custodians and add custodians, inunison (otherwise referred to as “in bulk”), to a case/matter within anelectronic discovery system.

The bulk custodian entry application 18 includes first user interface 20that is configured to receive a plurality of identifying data items 22.Each of the identifying data items 22 is associated with one of aplurality of individuals potentially requiring addition to a case withinthe e-discovery system. As shown in FIG. 2, the identifying data itemsmay be a first name 22-1, a last name 22-2, an employee number 22-3, anemail address 22-4, an operating system account number 22-5, such as aWindows® identifier/account number or the like, other identifying dataitem 22-6 that provides for searchable criteria within an e-discoverysystem database (24 of FIG. 1), such as a unified directory database(122 of FIG. 4) or any combinations thereof.

The bulk custodian entry application 18 additionally includes custodianmatch routine 26 that is configured to access a database within theelectronic discovery system, such as the unified directory database,which stores data 28 associated with custodians. The custodian matchroutine 26 is further configured to determine data matches 30 betweenthe identifying data items 22 and the data associated with the data 28associated with the custodians. As previously noted, in many instancesmore than one data match 30 may result based on the type of theidentifying data item 22. For example if the identifying data item 22 isa first or last name, it is highly likely that multiple data matches 30will exist between the first or last name and the data 28 associatedwith custodians. Conversely, if the identifying data item is an employeenumber, an email address, or an operating system account number, thematch determination should result in a single data match 30, or in someinstances no match, between the identifying data item 22 and the data 28associated with custodians.

Additionally, bulk custodian entry application 18 includes second userinterface 32 that is configured to present, for each of the determineddata matches 30, custodian profiles 34 that include a least a portion ofthe data 28 associated with the custodians. For example, the custodianprofile 34 may include, but is not limited to, a city, state ofresidence and/or employment, a job title, a job code, a telephone numberor the like. The information presented in the custodian profile 34provides the user/operator the ability to identify the individual as theindividual that they desire to add to the case within the electronicdiscovery system. Therefore, second user interface 32 is additionallyconfigured for a user/operate to select multiple custodian profiles 34from amongst the presented profiles and receive a user input that adds,in unison, the plurality of custodians 36 associated with the selectedcustodian profiles to a case/matter within the electronic discoverysystem.

In alternate embodiments, the bulk custodian entry application 18includes custodian data upload routine 48 that is configured to uploador otherwise transfer at least a portion of the data 28 associated withthe added custodian from the database 24, such as the unified directory,to the case management system (40 in FIG. 1).

In other alternate embodiments of the invention, the electronicdiscovery system may be configured such that the addition of theplurality of custodians to a case automatically prompts an e-discoveryactivity to be performed on the added group of custodians. Thus, thememory 16 of apparatus 110 may include data collection application 52configured to automatically collect data, such as active email data orthe like, from the group of added custodians 36 based on the addition ofthe custodians to the case. In addition, the memory 16 of apparatus 110may include preservation notice application 54 configured toautomatically communicate one or more preservation notices to the groupof added custodians 36 based on the addition of the custodians to thecase.

Referring to FIG. 3 a flow diagram is depicted of a method 60 forpositively identifying individuals to add, as custodians, to a case inan electronic discovery system and adding, in unison, a plurality ofcustodians the case, in accordance with embodiments of the presentinvention. At Event 62, a plurality of identifying data items arereceived by a computing device. Each of the identifying data items isassociated with one of a plurality of individuals that are potentialcustodians for a case within the electronic discovery system. Theidentifying data item is any data item searchable within an e-discoverydatabase, such as a unified directory or the like. Thus, identifyingdata items may include, but are not limited to, first name, last name,email address, employee number, telephone number, operating systemaccount number and the like.

At Event 84, an electronic discovery database, such as a unifieddirectory is accessed by a computing device processor. The database isconfigured to store data associated with custodians within theelectronic discovery system. The custodians may be active custodiansassigned to current cases/matters or the custodians may be historicalcustodians previously assigned to cases that are not currently active.

At Event 86, data matches are determined between the plurality ofidentifying data items and the data associated with the custodiansstored in the database. As previously noted one identifying data itemmay provide for more than one data match. For example, a first or lastname will typically result in more than one data match.

At Event 88, for each determined data match, a custodian profile ispresented at a computing device. The custodian profile includes at leasta portion of the data associated with the custodian. The data that ispresented in the custodian profile provides a user adequate informationto identity the individual and the desired individual that is desired tobe linked to the case/matter at hand.

At Event 90, a first user input is received at a computing device thatis configured to add, in unison, a plurality of custodians to a case.The custodians being selected by a user based on the presented custodianprofiles.

In optional Events (not depicted in FIG. 3), at least a portion of thedata associated with the added custodians mat be uploaded or otherwisetransferred from the database/unified directory to the case file withina case management system of the e-discovery system. In otherembodiments, the addition of the group of custodians may automaticallyprompt initiation of an e-discovery activity, such as communicatingpreservation notices to the group of added custodians and/or initiatingelectronic collection of data from the added custodians.

As a means of providing an overview of a composite, enterprise-wideelectronic discovery system, which may be implemented in conjunctionwith the computer monitoring of network status described above, FIGS.4-12 are herein provide and described in detail. It should be noted thatthe system shown and described in relation to FIGS. 4-12 are by way ofexample only and, as such, presently described embodiments of theinvention may be embodied within other electronic discovery systems oronly implement select portions of the electronic discovery system hereindescribed.

FIG. 4 illustrates an exemplary electronic discovery system 100 inaccordance with an embodiment of the invention. In some embodiments, theenvironment of the electronic discovery system 100 is the informationtechnology platform of an enterprise, for example a national ormulti-national corporation, and includes a multitude of servers,machines, and network storage devices in communication with one anotherover a communication network. In particular, an electronic discoverymanagement server 110, at least one database server 120, a collectionsserver 130, enterprise personal computers 140, enterprise file servers150, including at least one personal network storage area and at leastone shared network storage area, enterprise email servers 160, aconversion services server 170, a short-term staging drive 180, and along-term network storage network 190 are all in communication over acommunication network 102. The communication network 102 may be a widearea network, including the Internet, a local area network or intranet,a wireless network, or the like.

As shown in the block diagram of FIG. 5, the electronic discoverymanagement server 110 provides user interface management for via userinterface 118. In some embodiments, the electronic discovery managementserver 110 is a web server that can be accessed via a web browser. Inone particular embodiment, the electronic discovery management server110 is an intranet website server that may be accessed utilizing a webbrowser on a machine within the enterprise. Through the electronicdiscovery management server 110, the user interface 118 may be presentedto a user for the purposes of managing the electronic discovery processand all processes described herein that are inherent thereto. Forillustrative purposes, it may be assumed herein that the primary userinteracting with the user interface 118 is an employee or contractor ofthe company who serves an electronic discovery management role, andhereafter is referred to as the “e-discovery manager.” As discussed ingreater detail below, the e-discovery manager may utilize the userinterface 118 to manage cases, custodians, collections, and collecteddata. It should be appreciated, however, that any individual could usethe user interface 118 to perform the manual functions herein attributedto the e-discovery manager, and, indeed, that an automated process couldperform those functions as well.

Referring again to FIG. 4, the electronic discovery management server110 is in communication with the database server 120 and the collectionsserver 130 via the communication network 102. The database server 120,as shown in the block diagram of FIG. 6, is configured to providedatabase services for the electronic discovery management server 110,including housing the Unified Directory/custodian database 122, whichincludes data relating to individual custodians, the case database 124,which includes data relating to particular cases, and ongoingcollections database 126, which includes data relating to collectionsbeing undertaken by the collections server 130. Each of the foregoingdatabases within the database server 120 is discussed in detail below.It should be understood that multiple database servers could be employedinstead of a single database server, and reference to a single databaseserver is for illustrative and convenience purposes only. For example,the Unified Directory 122 could be stored in one database server and theongoing collections data 126 could be stored in another database server.

Regardless of the number of database servers employed, it is an objectof embodiments of the present invention that data relating to custodiansand cases be stored in the database server 120 independently. Whilecustodian data in the Unified Directory 122 and case data in the casedatabase 124 may be linked or correlated within the database server 120,for example, when custodians are assigned to particular cases,custodians may be managed separately from cases. Therefore, when a caseis initialized and a custodian is assigned to the case, information forthat custodian (such as data storage locations for that custodian) isaccessed by the electronic discovery management server 110 in theUnified Directory 122 in the database server 120 and linked to theparticular case, rather than manually input by the e-discovery managerinto the case.

Furthermore, in addition to separating (but allowing linkage of)custodian management and case management processes, and as discussedfurther below, data management processes relating to the collection ofdata from custodian storage locations during electronic discovery arealso separated from case management and custodian management processes.In this regard, the data collected from a particular custodian is storedseparately from both the custodian information and any relevant caseinformation (as discussed below, it is stored in long-term networkstorage network 190), but is linked to a custodian, which is in turnlinked to one or more cases. This is advantageous because in the event aparticular custodian is assigned to multiple cases, data collected fromthe custodian may be shared with the other case(s) to which thecustodian is assigned. Therefore, the various processes and componentsof the electronic discovery system 100 may be categorized within one ofcase management, custodian management, or data management. And eventhough cases, custodians, and collected data may all be managedseparately, there are necessarily links between the various data storesto allow management of the overall electronic discovery process.

Custodian

With regard to custodian management, according to some embodiments ofthe present invention, the Unified Directory/custodian database 122houses information relating to all potential custodians within theenterprise and the locations where those custodians store data. Theinformation stored in the Unified Directory 122 may include for aparticular custodian, for example, the custodian's name, position, humanresources identifier (a unique number for each employee of theenterprise), employment location, domain, email addresses, network useridentification, personal computer(s) name, paths of network storagedevices used by the custodian, including Shared Drives and HomeSpaces,work history, related persons (such as managers, team members orsubordinates), and any other information that may be relevant to thediscovery process. Since the human resources identifier is always uniquefor each custodian, in some embodiments, the Unified Directory 122 maybe organized around the human resources identifier. All of theinformation relating to how the Unified Directory 122 is generated is amulti-step process that utilizes multiple applications and methods ofidentifying relevant information.

For example, the electronic discovery management server 110 or thedatabase server 120 may interface with the computer databases of thehuman resources computer systems of the enterprise to copy theinformation from the human resources databases into the UnifiedDirectory 122. In some embodiments, the electronic discovery managementserver 110 may also reach out to a network directory, such as WindowsActive Directory, to identify network resources related to particularcustodians and integrate this information into the custodian entriesincluding the copied human resources information. Information for theUnified Directory 122 may also be obtained from the managers of theinformation technology network, i.e., those individuals responsible forsetting up email accounts for custodians and managing the various fileservers of the enterprise. Furthermore, in addition to retrievinginformation in the manners described above, in some embodiments,information in the Unified Directory 122 is generated throughapplications initialized and/or deployed by the electronic discoverymanagement server 110. In particular, in some embodiments, as shown inFIG. 4, a profile scanning application 112, and a mapping application114 are provided.

The profile scanning application 112 may be deployed by the electronicdiscovery management server 110 and is configured to crawl thecommunication network 102, scan each of the enterprise personalcomputers 140, and transmit to the database server 120 identifyinginformation about each computer, such as computer name and IP address,and a list of all profiles, including demographics information, (ornetwork user identification) associated with each computer. According todifferent embodiments, the profile scanning application 112 may be runon the electronic discovery management server 110, the collection server130, or another server in the communication network 102. In someembodiments, the profile scanning application 112 is further configuredto identify and transmit to the database server 120 the most recent dateand time at which a particular profile was logged on to the machine.When information relating to a particular computer is received by thedatabase server 120, the database server 120 uses the profileinformation, which may include several user identifications, to link theparticular computer to the custodians in the Unified Directory 122associated with those user identifications. The database server 120 mayalso record in each custodian's entry in the Unified Directory 122 thelast time the computer was accessed by the custodian, according to theprofile information transmitted by the profile scanning application 112.Thus, the profile scanning application 112 ultimately generates a listof personal computers used by each custodian, and this list may bepresented to the e-discovery manager when a collection of a custodian'slocal machine(s) is initialized, as discussed in detail below.

In accordance with some embodiments of the invention, the mappingapplication 114 is configured to crawl the communication network 102 andexamine the enterprise file servers 150 residing on the communicationnetwork 102 to locate and identify the path of any personal networkstorage area on each server. As used herein, a personal network storagearea is a network storage area associated with a single user who readsdata from or writes data to it. Personal network storage areas may be inthe form of network storage devices or folders or other resources withina network storage device and may be referred to hereafter for claritypurposes as “HomeSpaces.” According to different embodiments, themapping application 114 may be run on the electronic discoverymanagement server 110, the collection server 130, or another server inthe communication network 102. In some embodiments, the mappingapplication 114 is a Windows service that is scheduled to executethrough use of Windows Scheduled Task. As the mapping application 114crawls the communication network 102, it is configured to examine eachfile server and transmit to the database server 120 the path of anynetwork storage area within the plurality of servers 134 that itpositively identifies as a HomeSpace. In some embodiments, the mappingapplication 114 is configured to explore the enterprise file servers 150by obtaining and reviewing the directories on each server and evaluatingthe paths of each network storage area therein, including folders andother storage devices and resources.

With regard to identifying a particular network storage area as aHomeSpace, according to some embodiments, the mapping application 114 isconfigured to utilize conventional naming techniques for paths in thecommunication network 102 to identify those paths of network storageareas within the enterprise file servers 150 that include an indicator,based on the conventional naming techniques, that the particular storageareas associated with those paths are accessed and used by only oneuser, and are therefore HomeSpaces. In accordance with some embodimentsof the invention, each user of the communication network 102 is assignedto at least one user identification and those user identifications arethe indicators that the mapping application 114 attempts to locatewithin paths when identifying HomeSpaces. In such embodiments, it is theconvention that the paths of HomeSpaces on the communication network 102include the user's user identification. On the other hand, paths ofshared network storage areas do not include user identifications.Therefore, the mapping application 114 may explore the directories ofeach server within the plurality of servers, evaluate each path in turn,and make a determination as to whether or not the path includes a useridentification.

If it is determined that the path includes the designated indicator, forexample, a user identification, the mapping application 114 isconfigured to positively identify the particular network storage areaidentified by that path as a HomeSpace and transmit to the databaseserver 120 the particular user identification and the path of theHomeSpace. When that information is received by the database server 120,the database server 120 uses the user identification to link theparticular HomeSpace to the custodian in the Unified Directory 122associated with that user identification. In some embodiments, themapping application 114 is also configured to recognize and transmit,and the database server 120 is configured to house, an indication of thelast time the HomeSpace was accessed by the particular user, forexample, the last time any data was read from and/or written to theHomeSpace. Additionally, in some embodiments, the mapping application114 is configured to recognize when multiple paths map to the samenetwork storage area. The collection server 130 compares paths for thesame user to determine if duplicative entries exist. This advantageouslyenables avoidance of multiple collections of the same data. Thus, theprofile scanning application 112 ultimately generates a list ofHomeSpaces used by each custodian, and this list may be presented to thee-discovery manager when a collection of a custodian's HomeSpaces isinitialized, as discussed in detail below.

In addition to storing a list of personal computers and HomeSpaces usedby a particular custodian, which lists were generated by the profilescanning application 112 and the mapping application 114 respectively,in accordance with some embodiments of the present invention, thedatabase server 120 is also configured to store a list of any sharednetwork storage areas used by the custodian. As used herein, a sharednetwork storage area is a network storage area associated with multipleusers who read data from and/or write data to it. Shared network storageareas may also be in the form of network storage devices or folders orother resources within network storage devices and may be referred tohereafter for clarity purposes as “Shared Drives.” The user interface118 is configured to receive a path of a Shared Drive input by thee-discovery manager and store the path in the Unified Directory 122 inrelation to one or more custodians' human resources identifier(s). Moreparticularly, in some embodiments, once a particular user of thecommunication network 102 is chosen for the collection process, thee-discovery manager may undertake to identify the particular sharednetwork resources that that individual is using, and eventually, thepaths associated with those shared network resources. This may beaccomplished through conversations with the particular individual, byutilizing data returned from the local collection application 132executed on collection server 130 (shown in the block diagram of FIG. 7)deployed to the particular user's machine (as discussed in detailbelow), and/or by utilizing a file browsing application 116 executed onelectronic discovery manager server 110 (as shown in FIG. 5).

According to some embodiments of the present invention, the filebrowsing application 116 is configured to be utilized by the e-discoverymanager through the user interface 118. The file browsing application116 gives the e-discovery manager elevated authority within thecommunication network 102 to access, in a limited manner, the enterprisefile servers 150 within the communication network 102. While the filebrowsing application 116 may not allow access to the actual files storedon certain file servers, it allows the e-discovery manager to browsethrough the directories of the file servers 150, locate files that havebeen accessed by the custodian, and determine the size of the files. Inaccordance with some embodiments, the e-discovery manager may initiallyhave a general idea of a particular file server within the enterprisefile servers 150 that the custodian has used in the past. For example,the custodian may communicate to the e-discovery manager a particularfolder name and/or drive name on which he/she has stored files.Additionally, in some embodiments, the e-discovery manager may havealready undertaken a local collection process on the custodian'smachine, wherein the local collection application 132 returned a list ofthe network resources that the user of that machine has used. In thatevent, the e-discovery manager may be aware of the particular drivereferenced by the user. The e-discovery manager may then employ the filebrowsing application 116 to browse out to the particular drivementioned, scan the folders for any folder having a name resembling thatname given by the user, identify any particular files created by and/oraccessed by the user, determine the size of such files, and retrieve thepath of any folder (or Shared Drive) including data belonging to theuser.

The retrieved paths of the Shared Drives may then be added, eithermanually or automatically, to the Unified Directory 122 in the databaseserver 120. Thus, the Unified Directory 122 may store in connection withone custodian (and in particular in relation to the custodian's humanresources identifier) a list of the personal computers, HomeSpaces, andShared Drives associated with that custodian. Each of these locations isa potential source of data stored by the custodian, and once aninvestigation or collection of a custodian is initiated, the locationinformation stored in the Unified Directory 122 may be accessed todetermine the particular storage locations that need to be addressedduring the investigation/collection. This is advantageous as it allows acompletely automated investigation/collection process, rather thanrelying on the e-discovery manager to manually input the targetedmachines and file servers at the time of collection.

It should be noted that the Unified Directory 122 may be regularly orcontinuously updated as new information is gathered using theapplications described herein. More particularly, the electronicdiscovery management server 110 may be configured to automaticallyretrieve data from the human resources databases and Active Directoryand any other relevant sources, such as information technologydirectories or lists, as well as deploy the profile scanning application112 and the mapping application 114, at regularly scheduled intervals.Alternatively, rather than periodically retrieving data from the variousdata sources such as the human resources databases, the system 100 maybe configured such that the database server 120 is continuouslyinterfacing with the data sources such that the Unified Directory 122 isupdated in real-time as the data within the data sources update. Ineither instance, each of the feeds of information into the UnifiedDirectory 122 is regularly updated to ensure that the data in theUnified Directory 122 is current.

In some embodiments, the database server 120 is configured such that allhistorical data relating to a custodian is stored in relation to thatcustodian's human resources identifier in the Unified Directory 122.Thus, when the feeds of information into the Unified Directory 122 areupdated, in the event data relating to the custodian has updated, thedatabase server 120 is configured to store in the Unified Directory 122the new data and any relevant metadata, including, for example, the timeand date of the update, as well as maintain a record of the old data sothat it is still a part of the custodian's profile in the UnifiedDirectory 122. For example, in the event the profile scanningapplication 114 identifies a new personal computer associated with acustodian and one of the personal computers associated with thecustodian previously is no longer identified, the database server 120 isconfigured to store in the Unified Directory 122 the information foreach computer, as well as indications as to when the new computer wasfirst identified and when the old computer was no longer identified. Inthis way, the custodian profile within the Unified Database 122 mayinclude a history of the personal computers used by the custodian. Suchinformation may be relevant at the time of investigation or collectionof the custodian.

One feed of information into the Unified Directory 122 which isparticularly relevant to electronic discovery is employment status.According to some embodiments, when the feed of information from thehuman resources databases to the Unified Directory 122 includes anupdate as to employment status of a particular custodian, the electronicdiscovery management server 110 is configured to recognize the updateand possibly perform particular functions in response. Morespecifically, in the event it is recorded in the Unified Directory 122that the employment status of a particular custodian updates from activeto terminated, the electronic discovery management server 110 isconfigured to determine whether the custodian is assigned to any case ormatter, and, if so, to transmit to the designated manager or contact forthe case or matter an electronic communication notifying the manager ofthe terminated status and inquiring as to whether the manager would likethe terminated custodian's data collected. In the event the managerresponds in the affirmative, the electronic discovery management server110 is configured to automatically initiate the various collectionprocesses of the present invention. Therefore, the custodian's data maybe advantageously collected prior to any destruction or unavailabilitythat could be caused by the termination. Alternatively, in otherembodiments, the electronic discovery management server 110 may notcommunicate with the manager and may automatically initiate collectionupon recognizing an update in employment status.

Case

With regard to case management processes, according to some embodiments,a case may be initialized by the e-discovery manager utilizing the userinterface 118. In this regard, the e-discovery manager may enter intothe user interface 118 certain information about a particular matter orcase, such as a case name and/or number, a short description of thematter/case, a legal identifier, the particular requester (i.e., whoasked for the case to be opened), managers or contacts for the matter(i.e., individuals involved in the substance of the matter rather thanthe process, like the e-discovery manager), custodians, etc. Theelectronic discovery management server 110 is configured to store thisinformation in the case database 124 in the database server 120. Thecase database 124 is configured to house this information such that allinformation relating to a particular matter or case is related withinthe case database 124 and a user can use the user interface 118 to viewa profile of the matter or case including all the information.

Once the matter and/or case has been initialized, the e-discoverymanager may add custodians to the matter or case. In some embodiments,the electronic discovery management server 110 is configured to addnumerous custodians to a single matter or case at one time. In thisregard, the e-discovery manager may use the user interface 118 to enterin identifying information about the custodians. The identifyinginformation for each custodian does not have to be of the same type. Forexample, a name may be entered for one custodian, an email address foranother, a network user identification for another, and a humanresources identifier for another. The user interface 118 is configuredto receive the identifying information in different input areasdepending upon the type of identifying information being received. Theelectronic discovery management server 110 is configured to use theinput information to search the Unified Directory 122 in the databaseserver 120 to determine which custodians are associated with the inputinformation. In the case of a human resources identifier being entered,only one custodian in the Unified Directory 122 may be a match. On theother hand, in the case of a name being entered, multiple custodians maybe a match.

The electronic discovery management server 110, after searching theUnified Directory 122 with the input identifying information, isconfigured to present through the user interface 118 a list of allcustodians matching the input identifying information. In the event onlyone match was returned for a particular set of input identifyinginformation, the electronic discovery management server 110 isconfigured to automatically select the custodian to be added to the caseor matter. On the other hand, in the event more than one match waslocated for a particular set of input identifying information, then themultiple matches may be presented together to the e-discovery managerthrough the user interface 118 and marked so that the e-discoverymanager must review the multiple custodian profiles associated with thematches to determine the correct custodian that should be added to thecase or matter. In doing so, the e-discovery manager may consider theother information in the profiles, such as corporate title, worklocation, associated custodians, etc. Such information can inform thee-discovery manager as to whether the located custodian is the oneintended. The e-discovery manager may then select the correct custodianfor addition to the case or matter and confirm that all custodiansselected may be added to the case or matter. According to someembodiments, “adding” a custodian to a case or matter involves linkingcorrelating the custodian profile in the Unified Directory 122 to thecase or matter in the Case database 124.

According to some embodiments, upon adding custodians to a matter, theelectronic discovery management server 110 is configured to initiate thetransmission of preservation notices and surveys to the custodians. Inthis regard, preservation notices and surveys relevant to the particularcase or matter are stored in or linked to the case profile in the casedatabase 124. Transmission of the preservation notices and surveys tocustodians added to the case may be automated, for example, there may bepreset instructions within the case profile that cause the electronicdiscovery management server 110 to transmit a particular preservationnotice and survey at a particular date or time or upon a particularinitiating event, such as a custodian being added to the case, or thee-discovery manager may manually cause the preservation notices andsurveys to be transmitted. In some embodiments, the electronic discoverymanagement server 110 is configured to transmit the preservation noticesand surveys via a standard email function. The surveys may be tied tothe preservation notices such that they are transmitted to custodianstogether, and one survey may be tied to more than one preservationnotice. When a custodian responds to a survey, the survey response isreceived by the electronic discovery management server 110 and stored inrelation to the relevant custodian in the case profile in the casedatabase 124. Furthermore, the electronic discovery management server110 may be configured to store all or a portion of the data received inthe survey response in the Unified Directory 122 in the custodian'sprofile.

According to some embodiments, each transmission of a preservationnotice and survey to a custodian, and each corresponding response, istracked in the relevant case profile in the case database 124. Theelectronic discovery management server 110 may also be configured totransmit reminder notices if responses to the surveys are not receivedwithin a predefined period of time. The electronic discovery managementserver 110 may also be configured to schedule reminder notices to besent to custodians to periodically refresh the custodians' memory oftheir duty to preserve files/documents pertaining to the matter. In someembodiments, once a preservation notice has been sent to a custodian,the electronic discovery management server 110 may undertake to preventany reimaging or refreshing of the custodian's personal computer(s) bytransmitting an alert of the preservation notice to the enterprise'sinformation technology management group. In addition, the surveyresponses received from custodians serve to inform the collectionprocess. For example, one survey may inquire as to what network storagedevices the custodian uses when storing data. The answer that thecustodian gives to the survey may inform the addition of Shared Drivesto the custodian profile in the Unified Database 122 that may be usedlater in collection.

According to some embodiments of the present invention, the e-discoverymanager may utilize the user interface 118 to add attachments, notes,tasks, and search terms to a case or matter. In some embodiments, thecontacts/managers for a case may also access the case profile in thecase database 124 using a web browser and may add attachments, notes,tasks, and search terms to be stored therein. Thus, the e-discoverymanager may not be the only entry with access to the case and casemanagement applications of the electronic discovery management server110. The subject matter of the attachments, notes and tasks could beanything relevant to the case or matter. In some embodiments, the tasksare tasks that particular custodians must complete and the electronicdiscovery management server 110 is configured to transmit a notice tothe custodians that that the task needs to be completed, perhaps usingstandard email functions. With regard to attachments, the e-discoverymanager, or the contact/manager of the case, may upload relevant filesto be attached to the case profile.

With regard to the search terms, the e-discovery manager or the casecontacts or managers may add certain terms to the case profile to beapplied when searching the collected data to locate data responsive orrelevant to the underlying issues in the case. Storing the search termswithin the case profile is advantageous as it creates a record of thesearching that is to be undertaken with respect to the data and aids inorganization of the data, as discussed further below.

According to some embodiments of the present invention, when a decisionis made that it is time to collect from certain custodians in a matter,the e-discovery manager may use the user interface 118 to release thecustodians from the matter to the underlying case. This release triggersthe commencement of collection of the custodians' data. In someembodiments, the electronic discovery management server 110 isconfigured to allow all custodians assigned to the matter to be releasedto the case at the same time. In addition, in instances where thee-discovery manager has previously created groups of custodians withinthe case, the electronic discovery management server 110 is configuredto allow a group of custodians to be released from a matter to a case atthe same time.

Data

Once a custodian has been identified for collection, whether manually bythe e-discovery manager or by being released from a matter to a case,the electronic discovery system 100 is configured to automaticallycollect the custodian's data using the location information stored inthe Unified Directory 122. Therefore, the electronic discoverymanagement server 110 accesses the custodian profile of the custodian tobe collected in the Unified Directory 122 and determines, from theinformation stored therein, the different locations of data storage forthe particular custodian that must be collected. There are manydifferent locations that the system 100 can address, including personalcomputers, email accounts, and network storage areas, includingHomeSpaces and Shared Drives.

If a custodian profile (for a custodian released for collection)includes at least one personal computer(s) associated with thecustodian, then the electronic discovery management server 110 mayundertake to collect the files on these machines. Therefore, theelectronic discovery management server 110 may retrieve the relevantmachine identifying information, such as domain, name, IP address, etc.,and may initialize deployment of a local collection application 132running on collections server 130 (as shown in FIG. 7).

The local collection application 132 is configured to be deployed fromthe collections server 130 or another server within the network 102 toany of the enterprise personal computers 140. Therefore, for aparticular custodian, the local collection application 132 is configuredto utilize the machine identifying information supplied by theelectronic discovery management server 110 to be deployed to theidentified custodian computer. According to one embodiment, the localcollection application 132 is configured to be automatically installedon the target custodian's personal computer. The local collectionapplication 132 is further configured to generate a snapshot of the dataresiding on the local storage of the personal computer 140, for example,by using a commercially available application such as the Volume ShadowCopy Service, store the snapshot in a storage area on the personalcomputer, and transmit copies of the files included in the snapshot tothe collections server 130. By transmitting the data from the snapshotof the data stored on the hard drive of the personal computer, the localcollection application 132 advantageously allows the custodian tocontinue to use her machine without substantial interference from thelocal collection application 132 and even interact with the data storedon the hard drive as the snapshot of the data is being transmitted tothe collections server 130.

In addition to the functions described above, the local collectionapplication 132 may also be configured to transmit to the databaseserver 120 a catalog of the files included in the snapshot to be storedin the ongoing collections database. This catalog may be referenced bythe collections server 130 in order to determine whether collection iscomplete and to resume interrupted collections at the point ofinterruption. Additionally, in accordance with some embodiments, thelocal collection application 132 is configured to compile and transmitto the electronic discovery management server 110 a list of networkresources the user is using, including, for example, networkapplications and file servers that the user has used or accessed. Thislist of resources may be stored in the database server 120 in thecustodian's profile in the Unified Directory 122. With regard totransmission of the files themselves, according to one embodiment of theinvention, the local collection application 132 is configured tocompress, hash, and upload the files included in the snapshot to thecollections server 130.

In some embodiments, the electronic discovery management server 110 mayutilize a computer monitoring application 117 to determine when toattempt a collection from a custodian's machine. The computer monitoringapplication 117 is configured to monitor the network 102 and determinewhich of the enterprise personal computers 140 are online. Therefore, inthe event there is a custodian whose local machine needs to becollected, the computer monitoring application 117 is configured todetermine when that machine joins the network 102 (i.e., when it appearsto the computer monitoring application 117) and inform the electronicdiscovery management server 110 that it should initialize the localcollection application 132 immediately.

If a custodian profile (for a custodian released for collection)includes any paths for HomeSpaces or Shared Drives, then the electronicdiscovery management server 110 may undertake to collect the files fromthese file servers by initializing the file server collectionapplication 134 running on collection server 130 (as shown in FIG. 7).The file server collection application 134 is configured to access thefile server located at the given path, whether the file server is aHomeSpace or a Shared Drive, copy the data residing on the file server,and compress, hash, and transmit the copied data to the collectionsserver 130. The file server collection application 134 may be programmedwith preset instructions that allow it to only copy files meetingcertain criteria, for example, files that have certain file extensions.Alternatively, the programmed instructions may prevent the file servercollection application 134 from copying files having certain fileextensions or other attributes. Either of the foregoing is advantageousif the e-discovery manager is not interested in copying executable filesor source code, for example. In some embodiments, the file servercollection application 134 is also configured to generate a sizeestimate of the files residing on the targeted file server. In oneembodiment, the file server collection application 134 may automaticallybegin the collection process (copying and transmitting data) if the sizeestimate falls below a predetermined threshold. In addition, in someembodiments, the file server collection application 134 is configured todetermine whether a particular folder that it is collecting from a fileserver includes more than a token amount of nearline files, and, in theevent that the folder does include such nearline files, choose to notcollect such files so as to avoid overloading the server. Therefore,according to different embodiments, the file server collectionapplication 134 copies all or a portion of the files residing on a fileserver located at the path given in the released custodian's profile andtransmits them to the collections server 130.

If a custodian profile (for a custodian released for collection)includes an email address for an email account on the enterprise emailserver 160, then the electronic discovery management server 110 mayundertake to collect the files from the enterprise email server 160 byinitializing the active email collection application 136 running oncollections server 130 (as shown in FIG. 7). In some embodiments, theactive email collection application 136 is configured to access theparticular Microsoft Exchange server within the enterprise email server160 on which the custodian's account resides (which is known based onthe information included in the Unified Directory 122), copy all emaillocated there, including emails deleted by the custodian up to apredetermined period of time prior to the collection, (for example,seven days prior to the collection) and transmit the copied emails tothe collections server 130.

Regardless of the storage resource location from which data is beingcollected, or the particular type of data being collected, thecollections server 130 is configured to store the data first (while thecollection is still ongoing) in the short-term staging drive 180 untilthe particular collection is complete, attach a barcode to the set ofdata resulting from the particular collection, and then copy the dataset to the long-term storage area network 190 for permanent storage.Furthermore, the collections server 130 transmits the barcodeinformation to the electronic discovery management server 110 to bestored in the database server 120, for example, in the custodian'sprofile in the Unified Database 122, in relation to the storedinformation about the particular collection, whether it was a localcollection, an active email collection, a file server collection, etc.Therefore, the barcode can be used for reference at a later date todetermine the origin of the data. After the data has been copied to thelong-term storage area network 190, the collections server 130 comparesthe hashing of the data in permanent storage to the original data in thestaging drive 180 and, if the hashing is identical, purges the data fromthe staging drive 180.

Once the data has entered the long-term storage area network 190, it isnot necessarily ready for review. Indeed, it is likely that the data mayneed to be processed before it is searchable and suitable for review byinvestigators and attorneys. For example, the files may be encrypted inthe form in which they are collected and sent to the long-term storagearea network 190. Therefore, according to some embodiments, the data maybe copied to the conversion services server 170 where a series ofdecryption and standardization functions may be applied to it. After thedata is decrypted and standardized, it is returned to the long-termstorage area network 190 and may remain there to be accessed for reviewpurposes.

With reference now to FIG. 8, a block diagram is provided thatillustrates the electronic discovery management structure of the presentinvention, according to some embodiments. As illustrated in FIG. 8,certain processes described herein may be categorized within one of casemanagement, as represented by Block 200, custodian management, asrepresented by Block 220, or data management, as represented by Block240. As described above, the electronic discovery system 100 is arrangedsuch that cases, custodians and data may be managed independent of oneanother. However, there is still an element of the categorization ofprocesses within the categories that is conceptual, and it should beunderstood that certain processes may be correctly assigned to more thanone category. Therefore, while the architecture of the system 100 allowsseparate management of custodians, cases, and data, certain processes ofthe present invention may affect more than one of the foregoing.

The first process that falls within the case management category iscreation of a matter or case as a framework for litigation supportactivities, as shown in Block 202. As described above, the e-discoverymanager may enter into the user interface 118 certain information abouta particular matter or case, such as a case name and/or number, a shortdescription of the matter/case, a legal identifier, the particularrequester (i.e., who asked for the case to be opened), managers orcontacts for the matter (i.e., individuals involved in the substance ofthe matter rather than the process, like the e-discovery manager) etc.

It is noted that custodian information is stored separately from thecase information allowing for the same custodian in multiple cases. Thisprovides for the electronic discovery system of the present invention tohave scalability, whereby evidence associated with one custodian may beused in multiple cases.

The electronic discovery management server 110 stores this informationin the case database 124 in the database server 120. The case database124 houses this information such that all information relating to aparticular matter or case is related within the case database 124 and auser, such as a manager or contact, can use the user interface 118 toview and edit a profile of the matter or case.

The next process within case management is the creation of preservationnotices and surveys specific to the matter, as shown in Block 204. Inthis regard, the e-discovery manager may, through the user interface118, either generate a new preservation notices or surveys relevant tothe particular case or matter to be stored in the case profile in thecase database 124 or, alternatively, link a preservation notice orsurvey already stored in the database server 120 to the case profile ofthe specific case or matter at issue. Also within case management is thecreation of search terms pertinent to the case, as represented by Block206. As described above, the e-discovery manager or a contact or managerfor the case may use the user interface 118 to input individual searchterms or search term sets to be applied to the data harvested in thecase. In some embodiments, the search terms may be limited to be usedwith particular custodians and/or with particular harvested data types.The search terms will be saved in the case database 124 so that they maybe readily applied to harvested data and used in connection with storingthe resulting responsive data.

The processes of entering relevant attachments, notes and updates to aparticular case or matter also falls within the case managementcategory, as demonstrated by Blocks 208 and 210. The e-discovery manageror a case contact or manager may use the user interface 118 to uploaddocuments and enter notes and other relevant data, including updates andreminders, to be stored in the case profile of the case in the casedatabase 124. Once these attachments, notes and updates are added, theymay be referenced whenever a user views the case profile through theuser interface 118. The cost estimation modules of the present inventionare also processes that are categorized as case management processes, asshown in Block 212. In this regard, the electronic discovery managementserver 110 utilizes a cost estimation application to determine the costof harvesting and reviewing data, based on a number of factorsincluding, for example, number of custodians, amount of harvested data,data types, etc. Finally, case management also includes a number oftasking and workflow processes that are represented by block 214.

Moving now to custodian management, certain processes falling within thecategory of custodian management are shown in Block 220. While theprocesses involving generation of the Unified Directory 122 certainlycould be categorized as custodian management, the processes shown inFIG. 8 include those processes involving management of custodians withinthe scope of a case or matter. In that regard, the first process ofcustodian management included in FIG. 8 is the addition of custodians toa case or matter, as shown in Block 222. As described above, thee-discovery manager may use the user interface 118 to link a custodian'sprofile from the Unified Directory 122 to the particular case profile inthe case database 124. Thus, the custodian profile and case profile arecorrelated. The next processes within custodian management is thetransmission of preservation notices and surveys to custodians, as shownin Block 224, and the presentation of the surveys to custodians, asshown in Block 226. The electronic discovery management server 110 usesthe contact information in the custodian's profile in the UnifiedDirectory 122 to transmit the preservation notice(s) and survey(s)stored in the case profile to the custodian. In some embodiments, astandard email function is used, so that the only information neededfrom the Unified Directory 122 is the custodian's email address. Whenthe custodian checks her email, the survey will appear as a messagetherein, and when she opens that message, the survey will be presentedto her. The survey may be configured such that when she fills it out,the survey is automatically transmitted back to the database server 120for storage in the case profile and the custodian's profile.

Also falling within custodian management is the process of releasingcustodians from a matter to a case, as shown in Block 228. Thee-discovery manager uses the user interface 118 to mark the custodian'sprofile so that the custodian is now activated for collection of data.This may occur within the case database 124 since the custodian'sprofile is linked thereto. Once the custodian is released/marked, theelectronic discovery management server 110 may access the custodian'sprofile and initialize collection based on the various data storagelocations identified in the profile. Therefore, as represented by Block230, the electronic discovery management server 110 may automaticallydetermine the data types and locations of data to be harvested byaccessing the custodian's profile in the Unified Directory 122.Alternatively, the e-discovery manager may manually make the samedetermination by accessing and viewing the custodian's profile. Finally,as with case management, custodian management also includes a number oftasking and workflow processes that are represented by Block 232.

The last category is data management, represented by Block 240. Onemajor set of processes within data management are the processes relatingto the harvesting of data, as shown in Block 242. These processesinclude the collection of data from all the different storage areas of aparticular custodian, including the custodian's local storage on herpersonal computer(s), the custodian's network storage areas, thecustodian's email, and any other areas, as are described herein. All ofthe data in the various storage areas is copied and transmitted to thecollections server 130, as described in detail for each particularcollection application or process. Upon reaching the collections server130, data resulting from a particular collection is temporarily storedin the short-term staging drive 180 until the collection is complete, atwhich point it is stored in the long-term storage area network 190 inassociation with a specific identifying barcode. The foregoing processis represented by Block 244. The data may require decryption orstandardization functions to be applied to it in order for it to besearchable and/or otherwise usable, so the next process that fallswithin data management is the copying of the data to the conversionservices server 170 for analysis and conversion as necessary, as shownin Block 246. Once the data is converted, it is returned to thelong-term storage area network 190 to be used in review.

Also falling within data management is the association of particulardata sets with particular sets of search terms stored in the caseprofile of the case database 124. In this regard, certain search termsstored in the case profile are stored with the intention of beingapplied to certain types of data and/or certain custodian's data.Alternatively, certain search terms may be applied to all data collectedfor a specific case. In either instance, the electronic discoverymanagement server 110 accesses the case profile, determines the searchterms to be applied, and associates the search terms with the barcode ofthe appropriate data sets in long-term storage. Thus, the search termswill be applied to that data and the results will be generated andpresented to reviewers for analysis. Finally, as with the othermanagement categories, data management also includes a number of taskingand workflow processes that are represented by Block 250.

With reference to FIG. 9, an exemplary process for managing a case isprovided, in accordance with one embodiment of the present invention. Asrepresented by Block 302, a case or matter is created by the e-discoverymanager and stored in the case database 124. Next, custodians are addedto the case, as shown in Block 304, by linking the custodian profiles ofthe Unified Directory 122 to the case profile. Next, as represented byBlock 306, the e-discovery manager and/or the case contact or manageradds search terms to be applied to data harvested for the case,including instructions as to applying the search terms to particulardata types or custodians. Block 310 represents the determination thatmust be made as to whether there is a matter or just a case. If there isno matter because preservation notices are not required, for example,for an audit, then the process will move straight to the initializationof data collection. On the other hand, if there is matter, rather thanjust a case, then the creation of preservation notices is required, asshown in Block 312.

The preservation notice, as shown in Block 314 is transmitted to thecustodians added to the matter, perhaps using email. As shown in Block316, a reminder notice module may be employed. As shown in Block 318,the reminder notice module transmits periodic reminder notices tocustodians. The notices may be sent over email and may remind custodiansabout the preservation notice and/or remind custodians to fill outsurveys. With regard to surveys, in the event a survey is required ordesired, according to Block 320, a survey is created. The survey may besaved in the case profile in the case database 124. As shown in Block322, it is possible to enable the survey to be attached to andtransmitted with the preservation notices.

Next, as shown in Block 324, the e-discovery manager may releasecustodians from the matter to the case, which initialized collection ofthe custodian's data. As shown in Block 326, the e-discovery manager orthe electronic discovery management server 122 accesses the custodianprofile, determines the data types and location to be collected, andinitializes the applicable collection applications to go collect thedata. Once the data has been collected and a unique barcode has beenassigned to each dataset based on the particular custodian and storagelocation from which it originated, as shown in Block 328, the searchterms previously stored in the case profile may be assigned to thedataset based on the input instructions regarding the search terms.These search terms may be applied to the dataset and the results savedto be presented to reviewers for analysis.

With reference to FIG. 10, an exemplary process for managing a custodianis provided, in accordance with one embodiment of the present invention.First, as represented by Block 402, a custodian is added to a matter orcase. In this regard, the custodian's profile in the Unified Directory122 is linked to the relevant case or matter profile. In order to locatethe custodian's profile, a custodian search module may be employed, asshown in Block 404. Therefore, the e-discovery manager may enter anyidentifying information about the custodian, whether it is thecustodian's name, network user identification, email address, etc. Thecustodian search module will take the input information and search theUnified Directory 122 for a match. If more than one match is obtained,the user interface 118 will present all matches and allow thee-discovery manager to browse the associated profiles to determine theintended custodian. In this way, the correct custodian is identified andthe profile of that custodian is linked to the appropriate case ormatter.

As represented by Block 406, the electronic discovery management server110 may determine whether the particular custodian added is a member ofthe enterprise “do-not-call list.” In this regard, there may be anindication in the custodian's profile in the Unified Directory 122 thatthe particular custodian should not be contacted regarding collections,and an alternative contact should be used, such as an administrativeassistant of the custodian. Alternatively, there may be a separatedo-not-call list stored in the database server 120 that must be accessedand searched to determine whether or not the custodian appears on thatlist. In either instance, a determination is made as to whether or notthe custodian should be directly contacted, and in the event thecustodian should not be directly contacted, the contact information forthe custodian's assistant (or other stand-in) should be obtained. Thisinformation will be used later for transmitting preservation notices andsurveys.

Next, in accordance with Block 408, a determination is made by theelectronic discovery management server 110 as to whether the custodianhas been added to a matter or a case. If it is a case, then thecustodian is verified, as shown in Block 424, supplemental data may beadded to the custodian profile in the Unified Directory 122 as required,as shown in Block 426, and then the various collection applications areinitialized by the electronic discovery management server 110 forcollection of the custodian's data, as shown in Block 428. On the otherhand, if it is a matter, then preservation notices are required.Therefore, as shown in Block 410, a preservation notice is sent viaemail to the custodian or custodian stand-in. As shown in Block 412, thecustodian may then be inactivated from the case because, for somereason, data does not need to be collected from the custodian. In thefuture, when it comes time to collect from the custodian, the custodianwill be reactivated, as shown in Block 422.

After a preservation notice is sent, a determination is made by theelectronic discovery management server 110 as to whether a survey isrequired, as shown in Block 414. It should be noted that in alternateembodiments the decision on whether to send a survey may be made priorto sending the preservation notice. In such alternate embodiments, ifthe survey is required, it may become a component of the preservationnotice and, thus, accessed simultaneously by the custodian. If a surveyis required, it is transmitted in conjunction with a preservationnotice, and the answers are collected by the electronic discoverymanagement server 110 and stored in the database server 120, as shown inBlock 416. Reminder notices for the preservation notices and surveys mayalso be transmitted to the custodian, as shown in Block 420. Next, onceit is time to collect data, the custodian is released from the matter tothe case, as shown in Block 418, and the various collection applicationsare initialized by the electronic discovery management server 110 forcollection of the custodian's data, as shown in Block 428. In thisprocess, the custodian's profile in the Unified Directory 122 isaccessed in order to determine the various locations where the custodianmay have stored data. Finally, as shown in Block 430, the custodian'sdata is collected.

Referring to FIGS. 11 and 12, flow diagrams are presented of a method500 for harvest data from various data sources, in accordance withembodiments of the present invention. At Event 502, the collection ofdata ensues and, at Event 504, the type of data is identified. DataBlock 506 signifies active email that is collected from an exchangesystem or the like. At Event 508 the automated active email collectionapplication is implemented to collect email from identified emailaddress. As previously noted, and in accordance with present embodimentsof the invention, if a custodian profile (for a custodian released forcollection) includes an email address for an email account on theenterprise email server (160), then the electronic discovery managementserver (110) may undertake to collect the files from the enterpriseemail server (160) by initializing the active email collectionapplication (136) running on collections server (130). In someembodiments, the active email collection application (136) is configuredto access the particular Microsoft Exchange server within the enterpriseemail server 160 on which the custodian's account resides (which isknown based on the information included in the Unified Directory 122),copy all email located there, including emails deleted up to adesignated prior period, for example, seven days prior to thecollection, and transmit the copied emails to the collections server(130). The email collection application is also capable of implementingbulk requests and for collecting email on a scheduled basis, such asdaily. The email collection application is additionally capable of beingimplementing enterprise-wide and requires no server identifiers or thelike to collect the active email. In this regard, the email collectionapplication (136) serves to reduce security risk.

At Event 510, a barcoding application is implemented at a staginglocation, such as short-term staging drive (180) to attach a barcode tothe set of email resulting from the particular collection. The barcodeddata is then copied and communicated to the long-term storage areanetwork (190) for permanent storage. Furthermore, the collections server(130) transmits the barcode information to the electronic discoverymanagement server (110) to be stored in the database server (120), forexample, in the custodian's profile in the Unified Database (122), inrelation to the stored information about the particular collection.Therefore, the barcode can be used for reference at a later date todetermine the origin of the data. After the data has been copied to thelong-term storage area network (190), the collections server (130)compares the hashing of the data in permanent storage to the originaldata in the staging drive (180) and, if the hashing is identical, purgesthe data from the staging drive (180). As such, barcoding is performedwithout the need to execute the barcoding application on an exchangeserver and, as such no human intervention is needed in the barcodeprocess. In accordance with embodiments of the present invention, onebarcode may be assigned per custodian, per data type and per event(i.e., case, matter, etc.)

At Event 512, the collected email data may be associated with a specificsearch term set or sets. When the search terms are applied, a listing ofthe files and documents including those terms (the “search term hitlist”) are presented to the reviewer and also stored in the databaseserver (120). The reviewer may provide an indication of this to theelectronic discovery management server 110, which may then make adetermination that other documents within the search term hit list aremore likely to be responsive.

At Event 514, the collected and barcoded active email data is copied toa processing drive for subsequent analysis. It should be noted that thenature of email data obviates the need to perform conversion and/ordecryption on the data set. At Event 516, the active email data set isloaded into the analysis application and, at Event 518, the data set isexported to the requestor/reviewer for analysis.

Data Block 520 signifies other non-exchange server based email, such asemail accessed through a client-server, collaborative application, suchas Lotus Notes® or the like. At Event 522, NSF files or any other filetypes associated with non-exchange server based email is manuallyharvested from an enterprise-grade email server having collaborativecapabilities, such as a Lotus Domino server or the like.

At Event 522, a barcoding application is implemented at a staginglocation, such as short-term staging drive (180) to attach a barcode tothe set of non-exchange server email resulting from the particularcollection. The barcoded data is then copied and communicated to thelong-term storage area network (190) for permanent storage. Furthermore,the collections server (130) transmits the barcode information to theelectronic discovery management server (110) to be stored in thedatabase server (120), for example, in the custodian's profile in theUnified Database (122), in relation to the stored information about theparticular collection. Therefore, the barcode can be used for referenceat a later date to determine the origin of the data. After the data hasbeen copied to the long-term storage area network (190), the collectionsserver (130) compares the hashing of the data in permanent storage tothe original data in the staging drive (180) and, if the hashing isidentical, purges the data from the staging drive (180).

At Event 526, the collected non-exchange server email data may beassociated with a specific search term set or sets. When the searchterms are applied, a listing of the files and documents including thoseterms (the “search term hit list”) are presented to the reviewer andalso stored in the database server (120). The reviewer may provide anindication of this to the electronic discovery management server 110,which may then make a determination that other documents within thesearch term hit list are more likely to be responsive.

At Event 528, the NSF files or any other file types associated withnon-exchange server based email that may be encrypted is decrypted usinga decryption application, in accordance with embodiments of the presentinvention. The encryption of NSF files occurs at the user level and,therefore only the user has the password necessary for decryption. Thedecryption application allows for decryption of the NSF file-type datawithout the knowledge of the user/encrypter. The decryption applicationfinds ID files that exist anywhere in the enterprise system, creates adatabase of the ID files, associates the database with theuser/encrypter and subsequently decrypts the data.

At Event 530, the non-exchange server email data set is loaded into theanalysis application and, at Event 532, the data set is exported to therequestor/reviewer for analysis.

Data Block 534 signifies journaled data, such as electronic commercedata stored on a repository for the purpose of regulation, compliance toregulating bodies, such as the Securities and Exchange Commission (SEC)or the like. At Event 536, criteria is extracted from input system andmanually entered in a designated third party system for data retrieval.

At Event 538, the barcoding application is implemented at a staginglocation, such as short-term staging drive (180) to attach a barcode tothe set of journaled data resulting from the particular collection. Thebarcoded data is then copied and communicated to the long-term storagearea network (190) for permanent storage. At Event 540, the collectedand barcoded journaled data may be associated with a specific searchterm set or sets.

At Event 542 source-to-processing is implemented to insure that anyloose files are properly formatted in a standardized format. In thisregard, according to one embodiment of the invention, loose files areexamined for relevancy and, if relevant, stored in a proper data format,such as a PST file or the like. The metadata associated with thenon-standardized files is retained and remains with the reformatted datafiles. Source-to-processing file conversions may be required on EMLformatted files, MSG formatted files and the like.

At Event 544, the journaled data set is loaded into the analysisapplication and, at Event 546, the journaled data set is exported to therequestor/reviewer for analysis.

Referring to FIG. 12, data block 548 signifies data from a localPersonal Computer (PC), such as enterprise PC (140). At Event 550, thelocal collection application (132) is implemented to collect data fromdesignated PCs by taking a “snapshot” of the device's hard drive.According to one embodiment of the invention, the local collectionapplication may be autodeployed thus, obviating the need for any manualentry by the e-discovery manager or the like. In other embodiments ofthe invention, the local collection application (132) may be employed tocollect data from network storage.

At Event 552, the barcoding application is implemented at a staginglocation, such as short-term staging drive (180) to attach a barcode tothe set of local PC data resulting from the particular collection. Thebarcoded data is then copied and communicated to the long-term storagearea network (190) for permanent storage. At Event 554, the collectedand barcoded local PC data may be associated with a specific search termset or sets.

At Event 556 source-to-processing is implemented to insure that anyloose files are properly formatted in a standardized format. In thisregard, according to one embodiment of the invention, loose files areexamined for relevancy and, if relevant, stored in a proper data format,such as a PST file or the like. The metadata associated with thenon-standardized files is retained and remains with the reformatted datafiles. Source-to-processing file conversions may be required on EMLformatted files, MSG formatted files, IPD formatted files and the like.

At Event 558, the local PC files that may be encrypted are decryptedusing a decryption application, in accordance with embodiments of thepresent invention. The decryption application allows for decryption ofthe PC files data without the knowledge of the user/encrypter. Thedecryption application finds ID files that exist anywhere in theenterprise system, creates a database of the ID files, associates thedatabase with the user/encrypter and subsequently decrypts the data.

At Event 560, the local PC data set is loaded into the analysisapplication and, at Event 562, the local PC data set is exported to therequestor/reviewer for analysis.

Data block 564 signifies data from network storage, such as a shareddrive or HomeSpace. At Event 566, the file server collection application(134) is implemented to automatically collect data from shared drivesand/or HomeSpace. According to one embodiment of the invention, the fileserver collection application (134) may be autodeployed thus, obviatingthe need for any manual entry by the e-discovery manager or the like.

At Event 568, the barcoding application is implemented at a staginglocation, such as short-term staging drive (180) to attach a barcode tothe set of network storage data resulting from the particularcollection. The barcoded data is then copied and communicated to thelong-term storage area network (190) for permanent storage. At Event570, the collected and barcoded network storage data may be associatedwith a specific search term set or sets.

At Event 572 source-to-processing is implemented to insure that anyloose files are properly formatted in a standardized format. In thisregard, according to one embodiment of the invention, loose files areexamined for relevancy and, if relevant, stored in a proper data format,such as a PST file or the like. The metadata associated with thenon-standardized files is retained and remains with the reformatted datafiles. Source-to-processing file conversions may be required on EMLformatted files, MSG formatted files, IPD formatted files and the like.

At Event 574, the network storage files that may be encrypted aredecrypted using a decryption application, in accordance with embodimentsof the present invention. The decryption application allows fordecryption of the network storage data without the knowledge of theuser/encrypter. The decryption application finds ID files that existanywhere in the enterprise system, creates a database of the ID files,associates the database with the user/encrypter and subsequentlydecrypts the data.

At Event 576, the network storage data set is loaded into the analysisapplication and, at Event 578, the network storage data set is exportedto the requestor/reviewer for analysis.

Data block 580 signifies electronic data for forensics. At Event 582, aforensic collector application, such as EnCase® may be executed on thedevices of interest to collect data. According to one embodiment of theinvention, the forensic collector application may be automaticallydeployed on the device of interest without the knowledge of the deviceuser. In accordance with another embodiment of the invention, a computermonitoring application may be implemented (not shown in FIG. 11 or 12)that monitors the network to determine the addition or subtraction ofcomputers to the network based on network status indicators, such asID's/IP addresses returned from the network.

At Event 584, the barcoding application is implemented at a staginglocation, such as short-term staging drive (180) to attach a barcode tothe set of forensic data resulting from the particular collection. Thebarcoded data is then copied and communicated to the long-term storagearea network (190) for permanent storage. At Event 586, the collectedand barcoded forensic data may be associated with a specific search termset or sets.

At Event 588 source-to-processing is implemented to insure that anyloose files are properly formatted in a standardized format. In thisregard, according to one embodiment of the invention, loose files areexamined for relevancy and, if relevant, stored in a proper data format,such as a PST file or the like. The metadata associated with thenon-standardized files is retained and remains with the reformatted datafiles. Source-to-processing may be required on EML formatted files, MSGformatted files, IPD formatted files and the like.

At Event 590, the forensic files that may be encrypted are decryptedusing a decryption application, in accordance with embodiments of thepresent invention. The decryption application allows for decryption ofthe network storage data without the knowledge of the user/encrypter.The decryption application finds ID files that exist anywhere in theenterprise system, creates a database of the ID files, associates thedatabase with the user/encrypter and subsequently decrypts the data.

At Event 592, the forensic data set is loaded into the analysisapplication and, at Event 594, the network storage data set is exportedto the requestor/reviewer for analysis.

Data block 596 signifies collaborative data, such as data residing atdiscovery sites, for example LiveLink® or the like. At Event 598, adiscovery site collector application, such as a LiveLink® collectorapplication may be executed on the devices of interest to collect data.According to one embodiment of the invention, the discovery sitecollector preserves at least a portion of the discovery site database inthe e-discovery database, including all files and all revisions of thefiles. In this regard, the discovery site collector application queriesagainst the database to define what files need to be retrieved, thencopies those files based on the result of the query. Metadata pertainingto the files is retained in the case management system tables. Inaccordance with another embodiment of the invention, the discovery sitecollector application collects the documents and the related metadataand uses the metadata to automatically rename the files.

At Event 600, the barcoding application is implemented at a staginglocation, such as short-term staging drive (180) to attach a barcode tothe set of discovery site data resulting from the particular collection.The barcoded data is then copied and communicated to the long-termstorage area network (190) for permanent storage. At Event 602, thecollected and barcoded discovery site data may be associated with aspecific search term set or sets.

At Event 604 source-to-processing is implemented to insure that anyloose files are properly formatted in a standardized format. In thisregard, according to one embodiment of the invention, loose files areexamined for relevancy and, if relevant, stored in a proper data format,such as a PST file or the like. The metadata associated with thenon-standardized files is retained and remains with the reformatted datafiles. Source-to-processing may be required on EML formatted files, MSGformatted files, IPD formatted files and the like.

At Event 606, the discovery site data set is loaded into the analysisapplication and, at Event 608, the discovery site data set is exportedto the requestor/reviewer for analysis.

Thus, present embodiments herein disclosed provide for improvements inelectronic discovery. Embodiments herein disclosed provide for anenterprise-wide e-discovery system that provides for data to beidentified, located, retrieved, preserved, searched, reviewed andproduced in an efficient and cost-effective manner across the entireenterprise system. In addition, by structuring management of e-discoverybased on case/matter, custodian and data and providing for linkagebetween the same, further efficiencies are realized in terms ofidentifying, locating and retrieving data and leveraging results ofprevious e-discoveries with current requests.

Specifically, embodiments of the invention previously disclosed providefor positive identification of individuals requiring addition, ascustodians, to cases or matters within an electronic discovery system.The identification is performed simultaneously, in bulk, using disparateinformation related to the individuals. In this regard, individuals canbe positively identified through one specific identification procedure,without having to search multiple databases to verify the identity of anindividual/custodian. In addition to positively identifying custodians,the present invention provides for adding the identified custodians,simultaneously, in bulk, to a case or matter and, in some embodiments,uploading or otherwise transferring custodian profile data to the casemanagement system/database, as need be. Such processing adds furtherefficiency to the overall e-discovery management process.

While certain exemplary embodiments have been described and shown in theaccompanying drawings, it is to be understood that such embodiments aremerely illustrative of and not restrictive on the broad invention, andthat this invention not be limited to the specific constructions andarrangements shown and described, since various other updates,combinations, omissions, modifications and substitutions, in addition tothose set forth in the above paragraphs, are possible.

Those skilled in the art may appreciate that various adaptations andmodifications of the just described embodiments can be configuredwithout departing from the scope and spirit of the invention. Therefore,it is to be understood that, within the scope of the appended claims,the invention may be practiced other than as specifically describedherein.

The invention claimed is:
 1. A method for adding, in unison, a pluralityof custodians to a case within an electronic discovery system, themethod comprising: receiving, at a computing device, a plurality ofidentifying data items, wherein each of the plurality of identifyingdata items is associated with one of a plurality of individuals that arepotential custodians for a case within the electronic discovery system;accessing, via a computing device processor, a database within theelectronic discovery system, wherein the database stores data associatedwith custodians in the electronic discovery system; determining, via acomputing device processor, matches between the plurality of identifyingdata items and the data associated with the custodians; presenting, at acomputing device, for each of the determined matches, custodian profilesthat include data associated with the custodian including a custodianname, job title and email address; receiving, at a computing device, afirst input configured to add, in unison, a plurality of custodians to acase based on user selection of the presented custodian profiles;inputting, via a computing device processor, at least a portion of thedata associated with the custodian into a case management system,wherein the input occurs automatically based on receipt of the firstinput that adds the plurality of custodians to the case; and in responseto adding the plurality of custodians to the case, automaticallyinitiating, via a computing device, collection of active email data fromemail accounts associated with each of the custodians, wherein theactive email data is collected from an enterprise email server on whichthe custodian's account resides and includes collection of emailsdeleted by the associated custodian up to a predetermined time periodprior to the collection and, upon collection is processed for electronicdiscovery analysis.
 2. The method of claim 1, further comprising:receiving, at a computing device, a second input configured to initiatean electronic discovery activity on the plurality of custodians added tothe case; and initiating, via a computing device processor, theelectronic discovery activity on the plurality of custodians added tothe case.
 3. The method of claim 1, wherein receiving a second inputfurther comprises receiving, at the computing device, the second inputconfigured to initiate communication of one or more preservation noticesto each of the plurality of custodians and wherein initiating furthercomprises initiating, via the computing device processor, thecommunication of the preservation notice to the plurality of custodians.4. The method of claim 1, wherein receiving a second input furthercomprises receiving, at the computing device, the second inputconfigured to initiate electronic collection of data from devicesassociated with each of the plurality of custodians and whereininitiating further comprises initiating, via the computing deviceprocessor, the electronic collection of data from devices associatedwith each of the plurality of custodians.
 5. The method of claim 1,wherein receiving the plurality of identifying data items furthercomprises receiving, at the computing device, the plurality ofidentifying data items, wherein the identifying data items include oneor more of a first name, a last name, an email address, an operatingsystem account number or an employee number.
 6. The method of claim 1,wherein receiving the plurality of identifying data items furthercomprises receiving, at the computing device, the plurality ofidentifying data items, wherein each of the identifying data itemscorrespond to a specific data entry in the database.
 7. The method ofclaim 1, wherein determining matches further comprises determining morethan one match between one of the identifying data items and the dataassociated with the custodians.
 8. The method of claim 7, furthercomprising receiving, at a computing device, a second input that selectsone of the custodian profiles for inclusion in the plurality ofcustodians to be added to the case, wherein selection is based on thedetermination of more than one match between at least one of theidentifying data items and the data associated with the custodians. 9.An apparatus for adding, in unison, a plurality custodians to a casewithin an electronic discovery system, the apparatus comprising: acomputing platform including at least one processor and a memory; a bulkcustodian entry application, stored in the memory executable by the atleast one processor and including: a first user interface configured toreceive a plurality of identifying data items, wherein each of theplurality of identifying data items is associated with one of aplurality of individuals that are potential custodians for a case withinthe electronic discovery system, a custodian match routine configured toaccess a database within the electronic discovery system, which storesdata associated with custodians and determine matches between theplurality of identifying data items and the data associated with thecustodians, a second user interface configured to present, for each ofthe determined matches, custodian profiles that include data associatedwith the custodian including custodian name, job title and email addressand receive a first input configured to add, in unison, a plurality ofcustodians to a case based on user selection of the presented custodianprofiles, and a custodian data upload routine configured toautomatically upload at least a portion of the data associated with thecustodian into the case management system; and a data collection routinestored in the memory, executable by the processor and configured toautomatically initiate collection of active email data from emailaccounts associated with each of the custodians in response to addingthe plurality of custodians to the case, wherein the active email datais collected from an enterprise email server on which the custodian'saccount resides and includes collection of emails deleted by theassociated custodian up to a predetermined time period prior to thecollection and, upon collection is processed for electronic discoveryanalysis.
 10. The apparatus of claim 9, further comprising apreservation notice application stored in the memory, executable by theprocessor, and configured to receive a second input operable to initiatecommunication of a preservation notice to each of the plurality ofcustodians added to the case and including a preservation notice routineconfigured to initiate the communication of the preservation notice tothe plurality of custodians based on the second input.
 11. The apparatusof claim 9, further comprising a data collection application stored inthe memory, executable by the processor and configured to receive asecond input operable to initiate collection of data from devicesassociated with each of the plurality of custodians added to the caseand including a data collection routine configured to initiatecollection of data from the devices associated with each of theplurality of custodians based on the second input.
 12. The apparatus ofclaim 9, wherein the first user interface is further configured toreceive the plurality of identifying data items, wherein the identifyingdata items include one of a first name, a last name, an email address,an operating system account number or an employee number.
 13. Theapparatus of claim 9, wherein the first user interface is furtherconfigured to receive the plurality of identifying data items, whereineach of the identifying data items correspond to a specific data entryin the database.
 14. The apparatus of claim 9, wherein the custodianmatch routine is further configured to determine more than one matchbetween one of the identifying data items and the data associated withthe custodians.
 15. The apparatus of claim 14, wherein the second userinterface is further configured to receive a second input that selectsone of the custodian profiles for inclusion in the plurality ofcustodians to be added to the case, wherein selection is based on thedetermination of more than one match between at least one of theidentifying data items and the data associated with the custodians. 16.A computer program product comprising: a non-transitorycomputer-readable medium comprising: a first set of codes for causing acomputer to receive a plurality of identifying data items, wherein eachof the plurality of identifying data items is associated with one of aplurality of individuals that are potential custodians within anelectronic discovery system; a second set of codes for causing acomputer to access a database within the electronic discovery system,wherein the database stores data associated with custodians in theelectronic discovery system; a third set of codes for causing a computerto determine matches between the plurality of identifying data items andthe data associated with the custodians; a fourth set of codes forcausing a computer to present, for each of the determined matches,custodian profiles that include data associated with the custodianincluding a custodian name, job title and email address; a fifth set ofcodes for causing a computer to receive a first input configured to add,in unison, a plurality of custodians to a case based on user selectionof the presented custodian profiles; a sixth set of codes for causing acomputer to input at least a portion of the data associated with thecustodian into the case management system, wherein the input occursautomatically based on receipt of the first input that adds theplurality of custodians to the case; and a seventh set of codes forcausing a computer, automatically initiate, in response to adding theplurality of custodians to the case, collection of active email datafrom email accounts associated with each of the custodians, wherein theactive email data is collected from an enterprise email server on whichthe custodian's account resides and includes collection of emailsdeleted by the associated custodian up to a predetermined time periodprior to the collection and, upon collection is processed for electronicdiscovery analysis.
 17. The computer program product of claim 16,further comprising: an eighth set of codes for causing a computer toreceive a second input configured to initiate an electronic discoveryactivity on the plurality of custodians added to the case; and a ninthset of codes for causing a computer to initiate the electronic discoveryactivity on the plurality of custodians added to the case.
 18. Thecomputer program product of claim 17, wherein the eighth set of codes isfurther configured to cause the computer to receive the second inputconfigured to initiate communication of one or more preservation noticesto each of the plurality of custodians and wherein the seventh set ofcodes is further configured to cause the computer to initiate thecommunication of the preservation notice to the plurality of custodians.19. The computer program product of claim 17, wherein the eighth set ofcodes is further configured to cause the computer to receive the secondinput configured to initiate electronic collection of data from devicesassociated with each of the plurality of custodians and wherein theseventh set of codes is further configured to cause the computer toinitiate the electronic collection of data from devices associated witheach of the plurality of custodians.
 20. The computer program product ofclaim 16, wherein the first set of codes is further configured to causethe computer to receive the plurality of identifying data items, whereinthe identifying data items include one or more of a first name, a lastname, an email address, an operating system account number or anemployee number.
 21. The computer program product of claim 16, whereinthe first set of codes is further configured to cause the computer toreceive the plurality of identifying data items, wherein each of theidentifying data items correspond to a specific data entry in thedatabase.
 22. The computer program product of claim 16, wherein thethird set of codes is further configured to cause the computer todetermine more than one match between one of the identifying data itemsand the data associated with the custodians.
 23. The computer programproduct of claim 22, further comprising an eighth set of codes forcausing a computer to receive a second input that selects one of thecustodian profiles for inclusion in the plurality of custodians to beadded to the case, and wherein selection is based on the determinationof more than one match between at least one of the identifying dataitems and the data associated with the custodians.